As business owners and leaders, we often encounter a variety of the problems in our organizations, but no all problems are created equal.

I've found that most issues fall into one of three layers, each requiring a different approach to resolve. Below, I'll break down the three layers so you can tailor your business solutions to the right type of problem.

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Layer 1: Simple errors

For Tier 1 problems, there is a process and the person involved knows exactly what to do. The point here is that they just made one error. It happens to the best of us – sometimes, we just slip up.

When a Tier 1 problem arises, your first move should be to remind the person of the appropriate process. A quick, gentle nudge is often all that's needed to get things back on track. These are the types of problems that can be fixed with a quick chat or a simple reminder.

If this type of error starts happening regularly, it's time to dig a little deeper. There may be something else – stress, DISRUPTIONS or even burning. In these cases, it is important to treat the root cause and not just the symptoms. Persistent layer 1 problems may signal that the employee needs support, whether that's through better time management, more frequent breaks, or addressing any personal issues that may be affecting their work.

Regardless of what the specifics include, it's best to address a Tier 1 issue quickly, ideally by providing feedback within 24 hours. The sooner you address it, the easier it is to course-correct and prevent the mistake from becoming a recurring issue.

Layer 2: Lack of understanding

The second layer of problems is a bit more complex. For Tier 2 problems, there is a process, but the person doesn't fully understand it. This can happen for several reasons – maybe they are young and still learning, or maybe their own the training was not that thorough as it should be. Either way, the root of the problem is a lack of understanding, not just a simple mistake.

The solution to a Layer 2 problem is straightforward: training. Whether this involves a refresher course or sitting down one-on-one to go through the process again, the goal is to make sure the person fully understands what is expected of them. Training helps close the knowledge gap and equips the employee with the tools they need to succeed.

If a Layer 2 problem continues to occur, it's a sign that your training materials—or your training methods—may need an update. Take a look at what you're learning compared to the results you're seeing. Are there gaps in training? Are there certain parts of the process that employees constantly struggle with? If so, it might be time for him update your training to better meet the needs of your team.

When you're addressing a Level 2 issue, aim to share feedback within a week. This gives you enough time to reassess and retrain while keeping the issue fresh in the employee's mind. Also, consider including others who may also benefit from the refresh. This proactive approach can help prevent similar problems from occurring with other team members.

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Layer 3: Lack of process

Finally, we have the third layer of problems, which occurs when there is no process in place at all. If there's no process, you can't expect your team to know what to do. Layer 3 problems often occur when your business has grown or changed, and you are facing new challenges existing processes just don't cover. They are a great sign that it's time to create or overhaul some new processes.

Layer 3 problems are the most complex because they require you to build something from scratch. The first step is to assess the situation and determine what needs to be done. Once you have a clear understanding of the problem, you can begin to create a process that addresses the issue. This may include mapping out steps, assigning responsibilities, and ensuring that the process aligns with the organization's overall goals.

Once the process is in place, it's also essential to train your team so they know how to execute it. You may need to hold workshops, provide ongoing support and be available to answer any questions as they arise.

If a Layer 3 problem continues to occur, it may mean that the process you've created isn't quite right for the team's needs. In this case, you may need to change or update the process or create additional processes to cover other parts of the business.

Typically, it takes 2-4 weeks to properly assess a Layer 3 problem, define and document the solution, and then train (and retrain) the relevant teams. This may seem like a long time, but it's worth it to make sure the process is solid and that your team is prepared to follow it for the long term.

Why does it matter?

Understanding the three layers of problems is essential to effective problem solving in any organization. You don't want your managers to think too much or waste too much time solving Tier 1 problems – these should be quick fixes. On the other hand, you don't want them to rush into solving Layer 3 problems, as these require more careful planning and execution.

It is also important to watch for trends. For example, if you have a lot of Tier 2 problems, it could be a sign that your training methods need improvement. If you're seeing a lot of Layer 1 issues, it may be time to review yours employment practices or provide more support to your team.

Related: Faced with a difficult problem? Try these tricks to find the solution you need

By identifying the layer of the problem, you can set appropriate expectations about the amount of time and effort required to find a solution. The next time you face a challenge, ask yourself: What layer does this problem belong to? Approaching this framework will save you time, effort, and maybe even a few headaches along the way.